Create, Update, and Manage Member Groups

What are Member Groups?

With Member Groups, you can organize residents into specific groups based on their location, unit type, club or committee affiliation, or any other criteria you choose. In this article, we’ll show you how to use this feature effectively to streamline your community management tasks.

Benefits of Using Member Groups

Organizing members into groups using the Member Groups feature has many benefits that make it an essential tool for community management. Some of the benefits include:

• Improved Communication: By grouping members based on specific criteria, you can easily communicate with specific groups of residents, such as unit owners or tenants, without having to send individual messages.
• Better Overview: By having members organized into groups, you can quickly view and collect information from specific groups, allowing you to make informed decisions.
• Increased Efficiency: With Member Groups, you can streamline tasks and processes that are specific to each group, reducing manual effort and increasing efficiency.
• Customizable Criteria: The Member Groups feature allows you to create groups based on any criteria you choose, making it flexible and adaptable to your community’s specific needs.

Examples of Member Groups

Some examples of Member Groups that you can create in our HOA software include:

• Property/Unit Owners: group all the property / unit owners in your community.
• Tenants: group all tenants living in your community.
• Board Members: group all members of your HOA board.
• Committee Members: group all members of specific committees such as maintenance or social.
• Building-wise: group residents based on the building they reside in.
• HOA Dues Tiers: group members that pay the same tier of HOA dues.

By organizing residents into groups, you can easily communicate with specific groups, view their information and status, assess fees and dues, and manage tasks related to each group. In this article, we’ll walk you through the steps to create, edit, and manage Member Groups in our HOA software.

How to Create a Member Group

Creating a Member Group in Communitrak is a straightforward process that allows you to organize and manage community members efficiently. Follow these simple steps to create a new Member Group:

1. Access Communitrak: To get started, navigate to Communitrak by visiting app.communitrak.com and log in with your credentials.
2. Navigate to Members & Groups: Once you’re logged in, click on the “Members & Groups” option in the main navigation menu. Then select “Member Groups.”
3. New Group: You’ll now be on the Member Groups page. Look for the “New Group” button and click on it to initiate the creation process.
4. Provide Group Information:
   • Name: Give your Member Group a name that clearly represents its purpose or identity.
   • Description: Provide a brief, one sentence introduction or description of the group.
   • Details: Provide more in-depth information about the group, what the functions are, etc.
   • Type: Specify whether the group should be open or closed:
     • Open: Anyone can view and join the group without needing approval.
     • Closed: Only designated community leaders or group administrators can add members to the group, and group content is hidden from non-members.
5. Create Group: After filling in the necessary information, click the “Create Group” button to create the new Member Group.
6. Confirmation: Your new group will now be successfully created and will appear in the list of Member Groups. You can easily manage and customize this group according to your community’s needs.

Follow this step-by-step workflow on how to create a new member group for your community:

How to Add Members to a Member Group

Community Leaders and Group Admins can add, remove, and manage group members. Follow these steps to add a member to a Member Group:

1. Navigate to the Group: From the Member Groups page, locate and click on the specific Member Group to which you want to add a member. This will take you to the group’s overview page.
2. Go to the Members Tab: Within the selected Member Group, you’ll find various tabs or sections. Click on the “Members” tab to manage the group’s members.
3. Add Member: On the Members tab, you’ll see an “Add Member” button. Click on this button to initiate the process of adding a member to the group.
4. Select Members: A new window will appear, displaying a list of all non-members who are eligible to join the group. Here, you can scroll through and search the list to identify the members you want to add.
5. Add Members: For each member you wish to add to the group, click the “Add Member” button next to their name. You can repeat this process for multiple members if needed.
6. Confirmation: As you add members, they will be included in the Member Group. You can see the updated list of members within the group, and they will now have access to the group’s resources.

This workflow provides guidance on how to add members to an existing member group.

How to Remove Members from a Group

1. Navigate to the Group: From the Member Groups page, locate and click on the specific Member Group to which you want to add a member. This will take you to the group’s overview page.
2. Go to the Members Tab: Within the selected Member Group, you’ll find various tabs or sections. Click on the “Members” tab to manage the group’s members.
3. Remove Member: In the Members tab, you’ll see a list of all members currently in the group. Next to each member’s name, there should be a “Remove” button. Click this button next to the member you wish to remove from the group.
4. Confirmation: A confirmation prompt will appear to confirm your decision. Confirm that you want to remove the member from the group.
5. Member Removed: The selected member will be removed from the Member Group. They will no longer have access to the group’s resources.

Group Admins

As a Community Leader, you are automatically granted administrative privileges for all member groups within your community, regardless of your membership status in those groups. This allows you to effortlessly manage group settings and member roles.

Assigning Group Admins

After adding a member to a specific group, you have the option to elevate their role to that of a Group Admin. As a Group Admin, the member gains the ability to manage the group’s settings, add new members, and remove existing ones.

How to Promote a Member to Group Admin

1. Navigate to the Members tab within the group.
2. Locate the member you wish to promote.
3. Click the “Make Admin” button adjacent to the member’s name.

Revoking Group Admin Privileges

If you wish to revoke a member’s Group Admin status, simply:

1. Go to the Members tab within the group.
2. Find the member whose privileges you want to revoke.
3. Click the “Remove Admin” button located next to their name.

How to Update a Member Group

Updating a member group’s name, details, and preferences after creation is simple.

This workflow provides guidance on how to update an member group.

In this article, we discussed how having the ability to organize residents into groups streamlines community management processes as well as the specific workflows on how to create a group, add members to a group, and update a group’s settings and preferences.